Applying for Certificates

Applying for Certificates (For College & Graduate School Graduates)

You may apply using either of the following methods.
(1) Postal mail (2) Certificate issuing counter
Please complete the following procedures according to your method of choice.
It takes 2-3 days (excluding Sat., Sun., and Japanese national holidays) to issue certificates after receiving the documents. However, depending on the type of certificate or your graduation year, 3-6 days may be required. During summer break and New Year holidays, additional days are required. Please be sure to apply for certificate issuance well in advance.

1. Postal Mail

Procedures for submitting an application by postal mail are as follows.

(1) Choose a certificate to be issued

The following certificates and transcripts cost 300 JPY each, including those issued in English.

Certificate of Graduation (Colleges), Certificate of Completion (Graduate Schools), Certificate of Conferral of Doctoral Degree (Doctoral Program), Transcript of Academic Record, Certificate of Period of Enrollment (*includes dates of leaves of absence if the student took leaves of absence), Certificate of Withdrawal.

* If you wish to apply for a qualification course certificate or for a certificate or transcript other than those listed above, please make sure to contact us in advance. Additionally, please be sure to check which type of certificate is required to acquire the qualification you need beforehand.
* If you need a copy of a past syllabus, it will be issued free of charge. Please contact us in advance.

If it is not possible to print the Certificate Request Form, please list the following items from 1) to 12) on a sheet of paper.

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1) Name (The name used when you were enrolled is used when issuing certificates. If there has been a change in your name, please write both your previous name and current name.)
2) Name (phonetic transcription in kana)
3) Name (Roman characters) (Only when applying for an English certificate)
4) Date of Graduation
5) Faculty, department, course of graduation
6) Date of birth
7) Address (current address)
8) Phone number (daytime contact)
9) Purpose of use
10) Please state the following items: Type of certificate, number of copies, Japanese or English, and if the certificates need to be sealed. If you apply for a Certificate of Academic Ability [for Teaching Certificate Request](学力に関する証明書 (教員免許授与申請用), please write the address to submit the certificate.
Example 1) One copy of Certificate of Graduation, Japanese, sealing is required.
Example 2) Two copies of Transcript of Academic Record, English, sealing is not required.
Example 3) One copy of Certificate of Academic Ability (学力に関する証明書), Junior High School First-class Teacher’s License (Social Studies), Submit to xxx Board of Education
11) Acceptance number issued after online payment (12 digits)
12) Copy of a form of ID
E.g.) A copy of your health insurance card
*Please make sure to write “To certificate issuance staff, Manabi Station at Kinugasa/BKC/OIC, Ritsumeikan University (for Suzaku Campus: Administrative Office, Inter-Faculty Graduate Schools at Suzaku Campus).” when addressing the application envelope.
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* If you do not indicate a “sealed envelope” on the Certificate Request Form, the certificate will be sent in an unsealed envelope.
* If you were enrolled in both a college and graduate school, the transcript for the college and the graduate school will be issued separately. When applying for transcripts, please separately fill in the required number of copies for the college and the graduate school.
* Please fill out Certificate Request Form with a ball-point pen. Please do not use a frixion ball.

(3) Pay the issuing fee

Please pay the certificate issuing fee and postage through the website below.

* Payments are nonrefundable if you cancel the issuance or you pay incorrect fees.
* On the online payment system, you are required to pay an additional 270 yen for processing each payment.

Postage for certificates are as follows.

Japanese Domestic Mail

Regular mail (1-3 copies)

120yen

Regular mail (4 or more copies)

140yen

Letter Pack Light

* If you are in a hurry, please use Letter Pack Light.

360yen

International Mail

EMS

Asia

1,400yen

Oceania, North America, Central America, Middle East

2,000yen

Europe

2,200yen

South America, Africa

2,400yen

* Certificates are sent using a JIS: 332 x 240mm sized envelope.

(4) Fill in the acceptance number on the Certificate Request Form

When paying the issuing fee through the online payment system, you will receive an acceptance number (12 digits).
Enter the number in the Online Payment Acceptance Number field of the Certificate Request Form.
* Certificates cannot be issued without an acceptance number.
* If you choose to pay at a convenience store, you have to pay the issuing fee within 4 days from the application date. However, should you miss the payment deadline, please complete the payment procedures through the online payment system again, receive a new acceptance number, and write the new acceptance number on the Certificate Request Form.

(5) Confirm the required documents and send them

[Certificate Request Form] and personal identification are necessary to apply for certificates.
Please check that there are no mistakes on any of the documents and then send them to the appropriate address listed in “3. Delivery Address and Contact” below.
* Please keep the information on the online payment screen and Certificate Request Form consistent. If there is any inconsistency, the certificate will be issued based on the information supplied on the Certificate Request Form.
* Personal identification: A copy of your driver’s license, health insurance card, passport or other photo ID(If you apply the English certificate, please send a Passport(copy).)
* If there are any mistakes on any of the documents or insufficient fees, the certificate will not be issued until the required documents and fees are submitted and paid.
* Please note that if we do not receive the application documents for more than a month after online payment was completed, the application shall be deemed cancelled. In such a case, fees are nonrefundable.

If the application is to be submitted via proxy, in addition to the procedures above, 1) a proxy statement and 2) a copy of ID verifying the proxy’s identity are required.
For the proxy statement form, please click here.

2. Certificate Issuing Counter

Please make sure to bring an ID (driver’s license, health insurance card, passport, or photo ID) and visit the certificate issuing counter described in “3. Delivery Address and Contact.” Receive a Certificate Request Form at the counter, fill in the necessary items, and submit the form with the issuing fees (purchase a stamp at the Ritsumeikan Co-op on campus).
Depending on the type of certificate, it may not be possible to issue the certificate immediately. Please inquire about issuing timeframes by telephone in advance. (Please refer to “3. Delivery Address and Contact” below for inquiries.) Please note that certificates can be issued only at the campus where your graduating college or graduate school is located.